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How to Enable UTBMS Codes for LEDES Invoicing?

Enable UTBMS Codes for Efficient Invoicing and LEDES-formatted invoices.

Maninder Kaur avatar
Written by Maninder Kaur
Updated over a month ago

UTBMS codes, which stand for Uniform Task-Based Management System codes, have been developed to streamline and enhance the efficiency of electronic billing across various legal activities and practice areas. These codes play a crucial role in unifying billing processes and facilitating more efficient invoicing and data analysis in the legal industry.

Steps to Enable UTBMS Codes

  1. Click on your Avatar Icon and select Settings.

  2. Navigate to the Bill Settings section and click on UTBMS Codes.

  3. Check the Checkboxes for all desired codes, and then click the Save UTBMS Settings button to complete the setup.

Note: Enabling UTBMS codes in Lawcus is an essential step towards utilizing the UTBMS feature to its fullest potential. However, there are a few additional settings you need to update in order to optimize your UTBMS experience. The additional settings are:

  1. Update LEDES Law Firm ID

  2. Update Timekeeper Job Title & Initials

  3. Update Contacts

  4. Update Client Reference Number

Steps to Update the LEDES Law Firm ID

  1. Click on your Avatar Icon, then select Firm Settings.

  2. Navigate to the Company Info section and update the LEDES Law Firm ID, Tax ID, or GST Number.

  3. Click Save to proceed and save the changes.

Steps to Update LEDES Timekeeper Job Title & Initials

  1. Click on your Avatar Icon and select Manage Your Organization.

  2. Go to the Job Titles section and click on +Add Job Title or edit existing by clicking the Edit Icon.

  3. Select Select from LEDES 1998B Classifications List.

  4. Choose the Desired Job Title from the dropdown menu. The Initials field will automatically be updated. Note that the desired titles can be searched for quick navigation.

  5. Choose the relevant user from the Users dropdown list.

  6. Click Update or Create to proceed.

Steps to Update LEDES Contact ID

  1. Access the Contacts section from the left sidebar menu.

  2. To add new contacts, click on New Company or New Person. To edit existing contacts, select the contact you want to modify and click on the Edit Icon or hover on the contact and select the Edit Icon button.

  3. Fill in the desired value for the LEDES Client ID field.

  4. Click Update or Save to proceed and save the changes.

Steps to Update LEDES Client Matter ID in Matters

  1. Go to the Matters section from the left sidebar menu.

  2. For new matters, click on the New Matter button on the right. For existing matters, select the specific matter and either click on Edit Matter under Quick Actions or click on the Edit Icon. You can also hover on the matter list to view the Edit Icon and click on it for efficiency.

  3. Update the LEDES Client Matter ID within the Client Reference Number field.

  4. Click Create or Update to proceed and save the changes.

Steps to Download an Invoice in LEDES 1998B Format

The LEDES 1998B format has emerged as the predominant choice due to its ability to streamline invoicing processes and effectively control legal spending.

Note: However, downloading an invoice in the LEDES 1998B format will only be available if you have enabled UTBMS codes in your time and expense entries. Also, all the fields within the invoice will be filled only after you have completed the necessary settings, as outlined above.

To proceed with downloading an invoice in the LEDES 1998B format, please follow these steps:

  1. Open the desired invoice from the Billing section.

  2. Click on More Actions and select Download LEDES1998 from the dropdown options.

  3. Access the downloaded file to view the LEDES-formatted invoice.

This will help you effectively utilize the UTBMS codes in your billing processes, promoting standardization, efficiency, and consistency in invoicing. Furthermore, incorporating UTBMS codes into LEDES-formatted invoices enhances data analysis capabilities, facilitating more accurate and insightful assessments of billing-related information and implementing resource utilization.

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